A few years ago, I moved off of Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, nevertheless i ought to explain how Gmail is a nearly frictionless experience. I don’t think I’d ever go back to using a standalone email application. The truth is, I’m moving several applications as I can to the cloud, just due to seamless benefits that gives.
Many of in addition, you asked the one question that did have us a bit bothered: How you can do backups of your Gmail account? While Google carries a strong history of managing data, the simple fact remains that accounts might be hacked, as well as the possibility does exist that somebody could possibly get locked from a Gmail account.
Many people have years of mission-critical business and personal history in our Gmail archives, and it’s a smart idea to possess a plan for making regular backups. In this article (and its particular accompanying gallery), I will discuss several excellent approaches for backing the Gmail data.
By the way, I’m distinguishing Gmail from G Suite, since there are a wide array of G Suite solutions. Even though Gmail may be the consumer offering, so many of us use Gmail as our hub for those things, that it makes sense to go about Gmail on its own merits.
Overall, there are actually three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach consequently.
Probably the easiest method of backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The idea here is that every message that comes into backup email will be forwarded or processed in some way, ensuring its availability for an archive.
Before discussing the details about how this works, let’s cover several of the disadvantages. First, unless you start accomplishing this once you begin your Gmail usage, you will not use a complete backup. You’ll just have a backup of flow going forward.
Second, while incoming mail might be preserved in another storage mechanism, none of the outgoing email messages will be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are lots of security issues involve with sending email messages for some other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of these mechanisms is to create a filter in Gmail. Set it up to forward the only thing you email to a different one email account on a few other service. There you choose to go. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email enters into the G Suite account, a filter is applied, and this email is sent on its strategy to my main Gmail account.
This provides two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I get pretty decent support from Google. The drawback to this, speaking personally, is simply one of my many emails is archived using this method, and no mail I send is stored.
SMTP server forwarding rules: To the longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. My domain was set to a SMTP server running at my hosting company, and i also had a server-side rule that sent every email message both to change as well as to Gmail.
You may reverse this. You might send mail for a private domain to a SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) as being a backup destination.
To Evernote: Each Evernote account includes a special email address which can be used to mail things straight into your Evernote archive. This really is a variation around the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but now towards the Evernote-provided current email address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even though this approach isn’t strictly forwarding, it’s another on-the-fly approach that gives a backup for your mail comes in. You can find a handful of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all your messages or perhaps incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to another email store, so if you want something you can physically control, let’s go on to the next strategy.
The download and archive group covers methods that get your message store (and all sorts of your messages) in the cloud to a local machine. Because of this even though you lost your online connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d use a safe archive on your own local machine (and, perhaps, even supported to local, offline media).
Local email client software: Possibly the most tried-and-true means for this is utilizing a local email client program. You are able to run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you need to do is set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then setup an email client in order to connect to Gmail via IMAP. You want to use IMAP rather than POP3 because IMAP will leave the messages about the server (with your Gmail archive), where POP3 will suck every one of them down, removing them in the cloud.
You’ll should also get into your Label settings. There, you’ll find a summary of your labels, as well as on the right-hand side can be a “Show in IMAP” setting. You must make certain this can be checked therefore the IMAP client can see the email stored in what it really will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just make sure you look at your client configuration. A few of them have obscure settings to limit simply how much of your respective server-based mail it will download.
Really the only downside with this approach is you have to leave a user-based application running constantly to grab the e-mail. But for those who have an extra PC somewhere or don’t mind through an extra app running in your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is a slick pair of Python scripts which will run using Windows, Mac, and Linux and supplies a variety of capabilities, including backing the entire Gmail archive and simply helping you to move all that email to another one Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, so you can easily schedule it and simply let it run without excessive overhead. You can also use it on one machine to backup a number of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that could be managed in traditional email clients like Thunderbird. Oh, and it’s open source and free.
Upsafe: Another free tool is Upsafe. Upsafe is Windows-only, but it’s stone-cold simple. All that you do is install the program, connect it in your Gmail, and download. It is going to do incremental downloads and also let you browse your downloaded email and attachments from the inside the app.
The organization also provides a cloud backup solution, which listed as free, but in addition includes a premium backup solution which increases storage beyond 3GB and lets you select whether your data is stored in the US or EU.
Mailstore Home: Yet another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and service-provider bigger brothers, so if you want a backup solution that surpasses backing up individual Gmail accounts, this may work efficiently to suit your needs. Furthermore, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we come to MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a few interesting things opting for it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients also.
Somewhere on the backup disk, I have a pile of old Eudora email archives, and this could read them in and back them up. Of course, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you are able to.
More to the level, MailArchiver X can store your email in many different formats, including PDF and in the FileMaker database. These two choices huge for things like discovery proceedings.
Should you ever need so as to do really comprehensive email analysis, and then deliver email to clients or perhaps a court, having a FileMaker database of your own messages may well be a win. It’s been updated to be Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because most of you may have suggested it. During the day, Backupify offered a no cost service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and it has moved decidedly up-market to the G Suite and Salesforce world and no longer delivers a Gmail solution.
Our final group of solution are certainly one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are good when you just want to buy your mail out of Gmail, either to move to another platform or to possess a snapshot in time of what you have within your account.
Google Takeout: The best of your backup snapshot offerings will be the one provided by Google: Google Takeout. From the Google settings, it is possible to export almost all of your Google data, across your entire Google applications. Google Takeout dumps the info either to your Google Drive or enables you to download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first as i moved from a third-party Exchange hosting provide to Office 365, after which after i moved from Office 365 to save work emails. It’s worked well both times.
The corporation, disappointingly known as Wireload rather than, say, something out from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge to become definitely worth it, given its helpful support team and my desire to make somewhat of a pain out from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I found myself moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to help make the jump.
Coming from a Gmail backup perspective, you possibly will not necessarily need to do a permanent migration. However, these power tools can provide you with a great way to obtain a snapshot backup by using a different cloud-based infrastructure for archival storage.
There exists one more approach you can utilize, which happens to be technically not forwarding which is somewhat more limited in comparison to the other on-the-fly approaches, but it really works in order to just grab a 22dexnpky portion of your recent email, for instance if you’re taking place vacation or even a trip. I’m putting it with this section since it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (in regards to a month) email without the need of a lively internet connection. It’s most certainly not a whole backup, but might prove helpful for those occasional if you would just like quick, offline usage of recent messages — both incoming and outgoing.